Contract Management Specialist - Conferences and Events
Compensation: $35-$37/hour, based on experience, with benefits
Position Requirements:
Part time
Remote - with in office presence (Fremont, CA) required approximately two times annually
No client travel required
Who is AMS?
Association Management Solutions (“AMS”) is a woman-owned, forward-thinking association management company based in Fremont, California. Unfamiliar with association management? We provide strategic guidance, administrative support, event planning and infrastructure to a wide variety of organizations worldwide. We’ve been doing that for over 25 years with an incredible group of people who make our success possible. Our employee retention rate is a testament to the strength of our community and our company ethos - most employees have been with AMS over ten years!
Role Description & Responsibilities
As a Contract Management Specialist, you will join a team responsible for the day-to-day management of our proposal and contract management process. You will be responsible for quality assurance reviews of proposals, ensuring accuracy, completeness and compliance with our internal control policies and quality standards. This role involves distributing RFPs, reviewing proposals and collecting data to ensure completeness, and assisting with negotiating contracts at hotels and/or venues.
Distribute RFPs to various hotels and/or venues using CVENT.
Review proposals to ensure they are accurate and complete.
Interpret and clarify general contract terms, if needed.
Participate in meetings with internal and external parties to negotiate contract terms.
Coordinate and support the contracts process; submit RFPs to various venues, analyze proposals, collect missing data, review, revise, amend and negotiate contracts, including proofreading, formatting agreements, replicating contract terms for numerous sub-recipients, etc.
Provide support of the contracting process in identifying incorrect, inconsistent, and incomplete data on a continuous basis and make timely modifications to improve the quality of the data.
Collaborate with the Director of Administration and Events to draft appropriate clauses regarding the scope of work, deliverables, milestones, metrics, etc.
Work closely with the team in learning to negotiate contracts.
Apply your general business and financial knowledge as well as your contract management skills.
Participate in internal and external meetings as determined by the Director of Administration and Events i.e., menu review, pre-cons, etc.
Assist the Director of Administration and Events with reporting, analytics, and any other job-related duties and/or projects assigned by the Director.
Facilitate and assist with tracking contracts and other contract requirements to ensure agreements are current and vendor’s provisions are following client policy and other legal requirements.
ATTRIBUTES FOR SUCCESS
Minimum of three (3) + years of related work experience in contract meeting planning.
Hotel and/or venue RFP and contract experience.
Experience in negotiating contracts and managing supplier relationships.
Excellent communication and interpersonal skills.
Good understanding of general contract terms and conditions.
Strong initiative, with proactive and intuitive problem-solving instincts.
Detail oriented with excellent independent follow through.
Strong organizational abilities including planning and project management.
Proficiency with Microsoft Office Suite (specifically Word, PowerPoint, and Excel), RFP and proposal management tool (like CVENT), task management tool (like Asana) and other standard office software and equipment.
Proficiency with Google Suite (Including Google Drive, Google Docs, Google Sheets, and other functions within Google)
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl.
Competencies: To perform the job successfully, an individual should demonstrate the following:
Communications - Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.
Client Service - Displays courtesy and sensitivity. Manages difficult or emotional client situations. Meets commitments. Responds promptly to client needs. Solicits client feedback to improve service.
Dependability - Commits to doing the best job possible. Follows instruction. Keeps commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions.
Planning & Organization - Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.
Use of Technology - Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Language Ability: Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.
Mathematical Ability: Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Compute rate, ratio and percent, and draw and interpret bar graphs.
Reasoning Ability: Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.
We have great benefits!
In addition to providing a rewarding and challenging job, AMS offers:
Health care for you and your family
401(K) plan
Paid vacation days and holidays
Maternity and parental leave
Flexible spending program
Employee referral bonus program
Employee assistance services
Learning opportunities and tuition reimbursement
Adoption assistance
A fun, collaborative work environment
Our most valuable resource is our people: upbeat, creative thinkers who care equally about doing excellent work and developing a culture that's phenomenal for all our employees.
We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
A limited number of the best-qualified candidates will be invited to the next step of the selection process.
We regret that due to the high level of inquiries, we cannot respond to all applicants.
Employment type
Part-time
Referrals increase your chances of interviewing at Association Management Solutions (AMS) by 2x